ICT for Library and Information Professionals: A Training Package for Developing Countries
Teacher’s Guide
Module 2. Introduction to Integrated Library Systems
Lesson 1. What are library management systems?
Slide 1
Note
This lesson will introduce the students to library automation in general and will
focus on integrated library systems.
Slide 2
Rationale
Realizing the important role that the library management system will play in planning and
implementing library automation projects, it is necessary to educate ourselves and know
more about these systems. This lesson will introduce you to library automation and will focus
on integrated library systems (ILS), which is an essential component in library automation.
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ICT for Library and Information Professionals: A Training Package for Developing Countries
Slide 3
Scope
1.
2.
3.
4.
5.
6.
What is a library management system?
What is library automation?
What is an integrated library system?
What are the general features and functional modules of an integrated library system?
What library automation standards are supported by most systems?
What is the status of libraries in the Asian region?
Slide 4
Learning outcomes
By the end of the lesson the students should be able to:
1. Define library management system, library automation, and integrated library system
2. Describe the general features and basic functional modules of an integrated library
system
3. Define the role of standards in library automation and resource sharing
4. Recognize the importance of a bibliographic record in machine-readable format
5. Be aware of the situation of libraries in the Asian region concerning integrated library
systems.
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Slide 5
What is a library management system?
A library management system, also known as an automated library system, is software that
has been developed to handle basic housekeeping functions of a library. The software may be
focused on one library system only (see slide 6) or may be capable of integrating two or more
basic functions (see slide 9).
Slide 6
UNESCO's CDS/ISIS, for example, is a powerful information storage and retrieval software.
It is used by libraries all over Southeast Asia to create electronic catalogs and indexes and to
provide OPACs for library users.
Slide 7
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ICT for Library and Information Professionals: A Training Package for Developing Countries
What is library automation?
Library automation is the general term that is used when information communications
technologies (ICT) are used to replace manual systems in the library. The application of ICT
may be to a single function only as in the creation of an electronic catalog or index or to all
subsystems in the library. The system may or may not be integrated and may or may not be
applied on a local area network. The functions that may be automated are any or all of the
following: circulation, cataloging, acquisition, serials management, and reference.
Slide 8
What is an integrated library system?
When the library management system is sharing a common database to perform all the basic
functions of a library, the system is integrated. An integrated library system enables the
library to link circulation activities with cataloging, serials management etc. at any given
time. It makes use of a file server and clients in a local area network. (see slide 9). Most of
the library management systems have the following modules: cataloging and OPAC,
circulation, acquisitions, serials management and interlibrary loan module (ILL).
Slide 9
Tip
Read this article - ERIC Digests: Integrated Library Systems. ERIC Digest.
http://www.ed.gov/databases/ERIC_Digests/ed381179.html
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ICT for Library and Information Professionals: A Training Package for Developing Countries
Activity 1-1
Ask the students to access the following sites to know more about the
integrated library systems available on the market.
1. AcqWeb's Guide to Automated Library Systems, Library Software,
Hardware and Consulting Companies
http://acqweb.library.vanderbilt.edu/acqweb/pubr/opac.html
2. Integrated Library System Reports: Vendors info.
http://www.ilsr.com/search2.cfm
Slide 11
What are the general features of an ILS?



Functional modules – most systems offer the basic modules cataloging, OPAC and
circulation in a library software package, and the other functions such as acquisition,
serials control, interlibrary loan (ILL), and Web OPAC are usually provided as optional
add on modules or part of a main module.
Operating systems – each system may work for a particular OS like Windows, Unix etc...
or may work for both Windows and Unix environment.
Database systems – major systems normally make use of RBDMS offered by different
vendors like Oracle, Informix, MS SQL, MS Access etc.
Slide 12
What are the general features of an ILS?
 Network architecture – major systems run on the client-server architecture and use TCPIP to communicate across networks (LANs and WANs).
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

User interface – the use of a graphical user interface (GUI) is quite the norm for current
systems because users find it easier to work with and it allows a wide range of tasks that
could be accomplished with a click of a mouse.
Library automation standards – provisions for library industry standards such as MARC
and Z39.50 are normally integrated with major systems.
Slide 13
Cataloging module



Cataloging module – is used for creation, storage, retrieval and management of
bibliographic records and/or indexes.
It also defines the record format used in the database and provides for authority control
author, subject headings, etc.
Usually there are two different interface for search and retrieval of the electronic catalog:
the one used by the catalogers which allow them to do specific tasks (w the main
cataloging module) in maintaining the library collection database, and the online public
access catalog (OPAC) provided for users that allows them to search and display the
results.
Slide 14
Cataloguing modules usually have some form of authority lists for authors. Other systems
even have a subject headings list for ease of assigning subjects to items. Slide 14 is an
illustration of a dictionary file, which is used as an authority file by CDS/ISIS.
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Slide 15
The OPAC module
Cataloging activities using an ILS produce an electronic catalog. The means of access to the
catalog for users, which is limited to search and display, is called an Online Public Access
Catalog or OPAC. OPAC is usually offered as an add on module that is integral with the
cataloging module. The search and display features of an OPAC vary from system to system.
Slide 16
OPACs also allow for Boolean searching to enable the user to make use of combinations of
terms to make the search more specific.
Slide 17
Recent developments in ICT have enabled libraries to publish their catalogs on the Web
making it accessible locally (on site) and/or remotely through the Web (Web OPAC) see
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slide 17). OPACs can also be linked to the circulation module so that users can find out the
status of an item (whether it is on loan, on-shelf, etc.) their loan information, self-reservation,
ILL, and other features.
Slide 18
Activity 1-2
Ask the students to view some OPACS on the Web by visiting the home pages
of some academic libraries. Click on their link to the library catalog.
Tip
The Library of Congress Z39.50 gateway provides access to Library of
Congress catalogs, and catalogs of major universities and other institutions.
You can also go to the vendor Web sites and search for an online demo of their
OPAC / Web OPAC.
Library of Congress Z39.50 Gateway to Library Catalogs
http://lcweb.loc.gov/z3950/gateway.html
AcqWeb's Guide to Automated Library Systems, Library Software, Hardware
and Consulting Companies
http://acqweb.library.vanderbilt.edu/acqweb/pubr/opac.html
Slide 20
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ICT for Library and Information Professionals: A Training Package for Developing Countries
Circulation module
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Circulation module – handles circulation activities such as: lending, return, renewal,
place on hold, manages materials type, location and status, patron database, type, profiles,
privileges and other related information and transaction.
It may or may not have added value functions like import, export, backup and restore of
databases, inventory, report generation.
Some systems also support integration with security systems that complements the selfcheck-in and check-out features of the circulation module.
A circulation module makes use of only two sets of numbers to record a transaction: the item
number (barcode number, accession number) and the user number (student, faculty number,
user ID number). A program can be easily written for such a transaction. In practice,
however, the circulation module is linked to the bibliographic database so that the description
of the item can be displayed and the OPAC can also display the status of the item, whether it
is on the shelf or on loan to a borrower.
More sophisticated systems are linked to security systems with self-check-out and check-in
system which is a self-service system for borrowing and returning materials. To borrow
books the borrower simply goes to the loans terminal and inserts a borrower's card. The
system then asks for the borrower's pin, and once recognized as a library member, the system
then asks the borrower to place the book on the terminal so that it can scan the book's
barcode. After the terminal has read the barcode, the loan is processed and the security strip
is demagnetized so that the borrower can take the book out without alerting the security
system.
Returning books is an easier procedure. Only the barcode of the book needs to be scanned by
the returns terminal. The computer processes the transaction immediately after scanning the
barcode and deletes the loan formerly issued to the borrower.
Most of the commercial library management systems available on the market offered by
several vendors are integrated library systems that have at least a cataloging with OPAC
module integrated with the circulation module. In some software packages these modules can
be bought separately but later on could be integrated with each other. You would need at
least these modules to automate the collection development and management of library
materials, access to the library catalog, and circulation functions of your library.
Activity 1-3
Read the materials on security systems in libraries on these sites:
http://www.checkpointsystems.com/library/index.asp
http://www.3m.com/market/security/library/prod_info.jhtm
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Slide 22
Acquisitions module
Acquisitions module – automates the acquisition process that includes ordering, receiving,
claiming materials from suppliers, return, cancellations, maintain statistics, and for some
manage accounting activities. With ICT, acquisition of library materials may be done online.
The acquisitions module enables the librarian to create records of items to be ordered and to
print out order slips in cases where the order must be transacted by ordinary mail. Recent
developments have provided electronic means of ordering items and paying for them. A lot
of information is now available on the Web about online ordering of books and other
materials. The module may also supply accounting information relating to acquisitions
activities.
Activity 1-4
Visit the amazon.com on the Internet at http://www.amazon.com
Find out how materials can be ordered and paid for online
Slide 24
Serials control module

Serials control module like acquisitions module manages: placing, canceling, claiming
orders; returning defective, unwanted, unordered material; and accounting and statistical
information
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

The module also provides a system for recording issues and keeping track of undelivered
issues by generating claim reports.
Serial ordering also may also be done online.
Not all integrated library systems have this module. Large libraries with large serials
subscriptions require the serials control module because it provides them with a more
efficient means of managing serials. The system usually alerts the library when claims have
to be made. It also enables the library to automatically record arrivals through the barcode
attached to the serial.
Activity 1-5
Visit the home page of subscription agents that provide access and subscription
to electronic journals and find out how IT provides online services to patrons.
1. EBSCO Online
http://www.ebsco.com/ess/services/online.stm
2. Swets & Zeitlinger Swetsnet
http://www.swetsnet.com
Tip
Read:
McKay, Sharon C. Accessing Electronic Journals
http://www.ed.gov/databases/ERIC_Digests/ed381179.html
Harrassowitz. Electronic Journals: A Selected Resource Guide
http://www.harrassowitz.de/top_resources/ejresguide.html
Slide 26
Interlibrary loan module
An interlibrary loan module provides the staff with an information management system for
interlibrary loan transactions. This includes the ability to automatically monitor loans and
accounts, make claims, put holds on materials being borrowed, etc. It can also monitor the
library's ILL activities, e.g. the number of items borrowed by individual clients, from where,
for whom, etc. This module is seldom required except by libraries, which have very heavy
ILL transactions.
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Slide 27
Add-on modules
Add-on modules are usually additional functions and features that are offered as optional to
the basic functions or as an integral part of a module. Some of these are report generation,
inventory, short loan transactions, import / export of records from / to MARC formats, Web
OPAC, Z39.50 client and/or server, and security systems which are linked or integrated with
the cataloging / circulation module.
Activity 1-6
1.Choose 5 ILS from those you have visited in activity 1-1.
2.Create a matrix listing down their general features and functional modules.
Slide 28
What library automation standards are supported by most systems?
The standards adopted by the library industry and community that facilitate data interchange
between libraries and institutions, which are supported by most systems, are MARC
(Machine Readable Cataloguing) standards, and Z39.50 the information search and retrieve
protocol standard.
Integrated library systems that adhere to the MARC and Z39.50 standard allow for copy
cataloging, import of MARC records from external sources, and export to other systems.
MARC records may be acquired online by accessing Z39.50 enabled databases using Z39.50
clients, or via the Web through Z39.50 gateways like the one maintained by the Library of
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Congress. MARC records can also be imported from CD-ROM resource databases offered by
system vendors. Provisions for exporting MARC records allow transfer of data or migration
from one system to another. Some systems may have non-MARC internal formats but they
can import and export MARC records.
Slide 29
What is MARC?
The Machine-Readable Cataloging (MARC) formats are standards for: the representation of
bibliographic and related information for books and other library materials in machinereadable form and their communication to and from other computers. Machine-readable
cataloging means that the catalog record produced could be read and interpreted by a
computer. The record in MARC format is called a MARC record.
Slide 30
Why is a bibliographic record in MARC format necessary?
Can't a computer just read a catalog card? The computer needs a means of interpreting the
information found on a cataloging record. The machine readable record provides the
computer with information for every piece of bibliographic information to guide it in reading
and interpreting the record. If a bibliographic record has been correctly tagged and encoded
into a computer, the application system or library automation system can: format the
information correctly for printing a set of catalog cards, or for displaying the information on
a computer screen, search for and retrieve certain types of information within specific fields
and display lists of items as required by the search.
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Slide 31
Why is support for MARC standard important?
Using the MARC standard allows libraries to share bibliographic resources with other
libraries that also use the MARC standard. Using the MARC standard also enables libraries
to easily migrate to commercially available library automation systems, a majority of which
supports only the MARC standard. Libraries could devise their own method of organizing the
bibliographic information in their electronic catalogs but they will not be able to exchange
data with other libraries. Libraries using a non-MARC format will be isolated from a
majority of libraries that uses the MARC standard.
Activity 3-2
For more information about the MARC standard visit the following sites:
 http://lcweb.loc.gov/marc/marc.html
 http://www.ifla.org/VI/3/p1996-1/unimarc.htm
Note
You must emphasize the need to choose an integrated library system that
supports MARC standard to facilitate ease of data exchange between libraries
in the Asian region
Slide 32
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ICT for Library and Information Professionals: A Training Package for Developing Countries
What is Z39.50?
Z39.50 is generally defined as the information search and retrieve protocol standard used
primarily by library and information related systems. The standard specifies a client/serverbased protocol for searching and retrieving information from remote databases
simultaneously using a single interface. Z39.50 is the standard used by many systems now
offering their catalog on the Web. Such library packages also adhere to the MARC record
format. MARC is the record format used for data interchange, which by its nature makes
possible further processing of searched and retrieved information.
Activity 3-3
Read more about Z39.50 by reading this article:
1. Z39.50. Part 1 - An Overview from Biblio Tech Review
http://www.biblio-tech.com/html/z39_50.html
Tip
The following provides links and pointers to articles on the Web about Z39.50
1. Library of Congress Z39.50 Maintenance Agency Page
http://www.loc.gov/z3950/agency/
2. NISO Z39.50 Resource Page
http://www.niso.org/z3950.html
Slide 33
What is the status of library automation and information networking in Asia?
Reports by students about their own libraries and other libraries in their locality / country / in
the Asian region.
Note
To know more about the status of library automation in the Asian region,
students who are from the region will be asked to report on their libraries'
automation status. Wrap it up by summarizing the reports.
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Reference
Cohn, John M. and. Kelsey, Ann L and Fiels, Keith Michael. (1992) Planning
for automation: a how-to-do-it manual for librarians. New York: NealSchuman
Day, Teresa T. et. al. (1994) ed. Automation for school libraries: how to do it
from those who have done it. (American Library Association)
Swan, James. (1996) Automating Small Libraries. Ft. Atkinson, Wis.:
Highsmith Press.
Electronic Resources
3M.com Online. URL:
http://www.3m.com/market/security/library/prod_info.jhtm
Amazon.com Online. URL: http://www.amazon.com
AcqWeb's Guide to Automated Library Systems, Library Software, Hardware
and Consulting Companies Online. URL:
http://acqweb.library.vanderbilt.edu/acqweb/pubr/opac.html
Checkpoint Systems, Inc. Online. URL:
http://www.checkpointsystems.com/library/index.asp
EBSCO Online. Online. URL: http://www.ebsco.com/ess/services/online.stm
Harrassowitz. Electronic Journals: A Selected Resource Guide. Online. URL:
http://www.harrassowitz.de/top_resources/ejresguide.html
IFLA: Universal Bibliographic Control and International MARC Core
Programme. Online. URL:
http://www.ifla.org/VI/3/p1996-1/unimarc.htm
Integrated Library Systems. ERIC Digest. Online. URL:
http://www.ed.gov/databases/ERIC_Digests/ed381179.html
Integrated Library System Reports: Vendors info. Online. URL:
http://www.ilsr.com/search2.cfm
Library of Congress MARC Standards. Online. URL:
http://lcweb.loc.gov/marc/marc.html
Library of Congress Z39.50 Gateway to Library Catalogs. Online. URL:
http://lcweb.loc.gov/z3950/gateway.html
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ICT for Library and Information Professionals: A Training Package for Developing Countries
Library of Congress Z39.50 Maintenance Agency Page. Online. URL:
http://www.loc.gov/z3950/agency/
McKay, Sharon C. Accessing Electronic Journals. Online. URL:
http://www.ed.gov/databases/ERIC_Digests/ed381179.html
NISO Z39.50 Resource Page. Online. URL: http://www.niso.org/z3950.html
Swets & Zeitlinger Swetsnet . Online. URL: http://www.swetsnet.com
Z39.50. Part 1 - An Overview from Biblio Tech Review. Online. URL:
http://www.biblio-tech.com/html/z39_50.html
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